the atlantic automation document storage and retrieval system setup
Contents
1. EESE EEES 3 5 PDSR DOCUMENTS a E 3 5 CHAPTER 4 CHECKLIST BEFORE INSTALLING cscscsssscscsssccsesscsesscsesessessssesscsees 4 7 CHAPTER 5 UNDERSTANDING DSR ACCOUNTS AND GROUPS CHAPTER 6 BACKING UP THE DSR DATABASE CHAPTER 7 PLANNING THE DSR INSTALLATION isssssssssssssssssssssssssssssssesssssssssseesese 7 10 CHAPTER 8 USING THE DSR ACCOUNTS 8 13 8 13 CREATING A NEW USER DSR SECURITY os Permitting Windows Users into the 8 15 Creating a New Administrative Group cseccssccsesesessesesseceseeeeseeeeseeesseescseeeeseseeseeeeeseeeeaees 8 16 Moving Users In and Out of Groups Removing a User Removing an Administrative 8 19 C Atlantic Automation Ltd 2003 2005 All Rights Retained _ _ _ Chapter 1 What is the DSR DSR stands for Document Storage and Retrieval a Document Management System DMS It is capable of scanning paper pages and converting them to Adobe PDF Portable Document Format documents Those documents are then stored on a row by row basis the Document table of a Microsoft SQL Server database The original PDF file is then deleted The document is stored only in the SQL Server Using highly efficient extensions to SQL Server the DSR system is capable of storing and retrieving documents much faster than compet2. Windows network but be the DSR Administrator it is important that both types of security are supported Each user of the DSR System has their own login either a pass through from Windows or a separate DSR login That makes for better security Each DSR users login is permitted to use the DSR database as originally set up They are also joined into the public group meaning that all users can view public documents like the DSR user manual Accounts can be set up using the system stored procedures from with SQL Server Query Manager or by means of SQL Enterprise manager The DSR Accounts Manager tool is however far more convenient as it looks only at the DSR system and will make all of the appropriate changes depending on what you want to do It is important to remember that a user account is only the access point for that user into the DSR system The account provides a means of tracking the user within the system and enforcing security It does not provide permission to view documents That is managed by means of groups Microsoft SQL Server is able to group users into what are termed roles These are groups of users who have similar requirements in terms of access permissions For the DSR system is was not possible to implement access permissions by means of groups since earlier versions of SQL Server version 7 and 2000 that are supported by the DSR system do not permit row level permissions That
3. add users to the selected group select one or more of the users from the Users NOT in this Group list and press the Add lt lt button The users will be added to the group and the lists will update To remove users from the selected group select one or more of the users from the Users in this Group list and press the Remove gt gt button The users will be removed from the group and the lists will update When you have completed the operations press Done and the window will close Users can be moved back and forth as many times as needed Thus if a decision is made that User1 needs access to accounts documents for today only add User1 to the Accounts group at 9am and remove him her at 5pm Simple Atlantic Automation Ltd 2003 2005 11 Rights Retained We advise against having too many users in the DSR Admins group These are the users having the enhanced Internet view of documents and as such can re assign documents between groups but not groups themselves Good security suggests that the number of people in this group should be small Removing a User Removal of a user is accomplished by selecting Delete Remove User from the menu or by selecting the A icon from the toolbar The removal of an account from the DSR system is actually a two stage process but one that is managed in a single process by the DSR Account Manager First the user s right to use the DSR database is rev
4. the name of the DSR database server last installed The same is true of the name of the database To login supply the name and password of a full administrator for the database server details not stored for obvious reasons The login details must be those of a full administrator i e because the user requires the rights to manage server logins A login from the DSR Admins groups is normally sufficient for this task Atlantic Automation Ltd 2003 2005 11 Rights Retained Once you have successfully logged into the DSR system the screen will change to DSR Accounts Manager Management loj xj New Delete Manage View Help C MEAR Login to DSR Database use the Account Manager you must be logged in as an Administrator i e sa of the 501 Server you are managing Database User ID Password For Help press Fi Passwords and the user ID are destroyed within the application as a security measure Creating a New User DSR Security To create a new account select New Create New DSR User from the menu bar or select the icon from the tool bar The following window will then open Create New DSR User x new database login will be created and given access permissions to enter the DSR database The new user will belong to the public group by default User Name Password fee Re enter password Atlantic Automation Ltd 2003 2005 All Rights Retained T
5. Directors Senior Accounts staff Sales force Credit control staff Accounts staff Directors Warehouse Credit control staff Accounts staff Directors accountant Documents Public Health and Safety documents DSR System documents only Bank and accounts related documents Health and Safety related documents Credit applications Tax related documents General letters and administrative documents New product information Goods received notes Goods out notes All of this is just a few clicks of the mouse away What is more groups can be changed ad lib as required when the business grows or changes direction We suggest that before you start to input documents you undertake the following steps Ne C Atlantic Automation Ltd 2003 2005 Put a backup plan in place for the database Decide on the basic Groups for your structure Create the DSR users Move the users into their respective group All Rights Retained Login DSR Accounts Manager Management x New Delete Manage View Help Login to DSR Database To use the Account Manager you must be logged in as an Administrator of the SQL Server you are managing Server DSR Server Name Database DSR Database Name User ID Administrative login fie sa Password Quit For Help press Fi This screen provides access to the DSR Accounts Manager The server field will be filled in automatically and is
6. Mann Good quality greyish cream paper DEMO Remittance advice on good quality greyish cream paper Accounts Payable New Document gt Upload or replace the PDF file C Atlantic Automation Ltd 2003 2005 All Rights Retained To remove a group select Delete x Remove Group from the menu or select the icon from the toolbar The following window will appear Remove an Administrative Group x Group to Remove X If you delete group then all documents that belong to that group will be te assigned to DSR Admins You will then need to use the Intranet tools to re assign those documents to the appropriate groups or delete them as appropriate You cannot remove the group DSR Admins as that group is the main administrative role for the entire DSR System Cancel Select the group to be removed from the pull down list The DSR Admins and DSR Scanners groups will not appear in the list and cannot be removed using the DSR Accounts Manager These groups should not be removed using SQL Servertm Enterprise Manager To remove the selected group click on the Remove button A message will appear Please Confirm Are you sure that you want to remove group Accounts and Goods Cancel If you click Cancel the window will close and the group will not be deleted Clicking OK will result in the removal of the group The window will then close Remember Whilst deleting a group will not del
7. THE ATLANTIC AUTOMATION DOCUMENT STORAGE AND RETRIEVAL SYSTEM SETUP GUIDE COPYRIGHT NOTICE This document is copyright material It may not be reproduced in any form whatsoever including physical magnetic electronic optical or other media or method without the prior written permission of Atlantic Automation Ltd Permission to store this document within the Atlantic Automation DSR system is granted to licensed users Actual financial loss will be suffered by Atlantic Automation Ltd if unauthorised copying takes place Criminal and Civil proceeding will result from copyright infringement Printed and Published the Kingdom by Atlantic Automation Ltd C Atlantic Automation Ltd 2003 2005 All Rights Retained CONTENTS CHAPTER 1 WHAT IS THE DSR scsssssssssssssssscsssscsssscesssessocsssessssassscorsscoreseaseceacecsasecsssece 1 1 CHAPTER 2 THE PATH FOR A DOCUMENT csssccssssssssscccssnssessscccsnnseeseccessnnsesesceeees 2 2 SPRADETIONAL SYSTEM as sasssassscissctscaisssaasvevisssasesaisaaisavaaszasaiiaaaieiansaaineaai sai baea adage Raa 2 2 DSR BASED niire tt t CE C C CEEC C ERRER cece eee 2 3 SUGGESTED WORKFLOW FOR A DOCUMENT c ccssccsscesscesecesecesecsseceseceseceseesseeseesseessceseeesees 2 4 CHAPTER 3 WHO DOES WHAT WHEN INSTALLING cssscssssssesscsesesecsesecsesscseee 3 5 DSRoDQtAD As eesti ES 3 5 DSR
8. al Character Recognition to the system and the DSR system can even interwork with most off the shelf OCR packages The Atlantic Automation DSR system works with virtually all scanners and of course supports automatic document feeders Scanned pages can be rotated and cleaned up of blemishes and stains for storage Those functions are built in to the DSR Manager the document storage part of the system and are highly efficient So efficient that DSR Manager will work effectively on a 166 MHz Pentium II C Atlantic Automation Ltd 2003 2005 All Rights Retained processor running with only 32MB of Ram under Windows NT 4 0 although it does work better on more modern machines In this chapter we are going to consider what happens to a document when it comes into the company Traditional System Post arrives into the mail room K s p Sort the T Accounting Confidential Mail for the Directors Copy and Filing Center Mail Room Secretary to the directors x Documents are shared Legal Department by walking around so called sneaker net Distribution Information Systems Copy and File ra Customer Service Directors In the traditional system a document enters the company and is either filed or copied for distribution This means a great deal of paper It also means many staff walking around at any one time Those are staff that are not working but wa
9. erver must also be running Internet Information services and support http requests via port 80 This is for document publication 4 server running Microsoft Internet Information services the Apache server Active Server Pages ASP must be supported The server must be accessible to the company Intranet and provides the client interface into the DSR We suggest Windows 2000 Server or Windows Server 2003 5 At least one scanner of reasonable quality attached to a workstation The scanning workstation s must be at least a Pentium II machine running at 166MHz of better with 32MB of RAM 6 Workstations any machine of Pentium II or better to run the administrative application The workstations must be able to see the publishing c f 4 above server wn Check that you have suitable rights for installing software onto the servers To install the database you will need to be a SQL Server administrator i e Atlantic Automation Ltd 2003 2005 11 Rights Retained oj onde tan 4 Accounts and Groups The Atlantic Automation Document Storage and Retrieval DSR system works on Microsoft SQL Server and relies on the excellent security of SQL Server for its own security SQL Server supports two type of login account those coming from a Windows domain and SQL Server logins i e those that are de novo to SQL Server Since a user might have no rights on the
10. ete documents they will be made inaccessible to the users until re assigned by a member of the DSR Admins group Atlantic Automation Ltd 2003 2005 11 Rights Retained
11. f a group is removed then the documents would have no owner To prevent that occurring and documents becoming inaccessible to the users all documents that remain within the group to be deleted are re assigned to the DSR Admins group once the group is deleted Let us examine an example using the DSR System On entry into this demonstration we see that the document is assigned to the Accounts Receivable group 19 Accounts Document Invoice fad Remittance Advice from Alexander Mann Good quality greyish cream paper DEMO Remittance advice on good quality greyish cream paper Accounts Receivable z New Document z Upload or replace the PDF file N ow we use the Accounts Manager to remove the Accounts Receivable group When re examined it can be seen that the document has been re assigned to the DSR Admins group C Atlantic Automation Ltd 2003 2005 All Rights Retained 19 i Accounts Document gt Invoice z Remittance Advice Alexander Mann Good quality greyish cream paper DEMO Remittance advice on good quality greyish cream paper SR Admins New Document z Upload or replace the PDF file That means that until re assigned the document can be viewed by DSR Administrators only An admin will therefore have to re assign the document to one of the other groups thus 19 Document eer Accounts Document x Invoice z Remittance Advice from Alexander
12. he user name should follow standard SQL Server naming conventions and should in general be an easily memorised name We suggest that for a user called Margot Smith a login of Margot Smith would be suitable The password must be entered twice and the passwords must match for the new login to be accepted If not then i x Passwords do not match Will be displayed If the name and password were accepted then the dialog will dismiss itself on completion Remember new users are not placed in any group and must therefore be assigned Permitting Windows Users into the DSR Any user of the Windows network can be passed through into the DSR System This is by means of the so called integrated security model of SQL Server Remember though if there is more than one hop over the network Windows will not allow the login That is an important point to remember and since it is a feature of the Windows network model it cannot be changed To use the integrated login feature select New gt Permit and Existing Login to the DSR System This window is displayed xi Domain Domain name either ADS or Windows NT X Domain Users permitted in the DSR Domain Users NOT allowed in the DSR Users you have selected to ada into the DSR System lt lt gt gt By default users of the domain are NOT allowed in the DSR System To allow domain login to use the DSR System move them to the
13. ing systems that hold documents as a long file system directory of documents Using the DSR System it is also possible to store other documents i e Microsoft Word files These are held in genuine native format and can be retrieved in the same manner as PDF files Users of the DSR system are enabled to search for documents on the basis of the document Title Keywords Or Headnotes They can also search by date and even using the document text providing it has been converted using the optional Optical Character Recognition module Users only see documents they are authorised to see and cannot access any document out of group When user requests to view a document an addition to the SQL Server publishes the document as a unique publication on the company Intranet or Internet if desired to be viewed by that user only When the user has completed their study of the document it is removed from publication At any one time documents can be viewed by any number of users each user having their own virtual copy of the document Any number of users can view the same document Since documents are only stored within the SQL Server there is no directory of documents to maintain and security is maintained by the DSR system using row level permissions That is an addition not supported by SQL Server out of the box but added in by the DSR system It is possible to add on text conversion Optic
14. is to say it is not possible to grant permission to access documents on a document by document basis To solve this some additions have been made to SQL Server supporting row level selection We therefore term our administrative objects Groups Each group is supported by means of standard SQL Server role but has the advantage of supporting row level permissions i e each document can be assigned to a group and only members of that group can view the document There is one other important point Using a Windows login can cause problems Windows only permits one hop for integrated logins That means that if the Workstation gt Intranet Server gt SQL Server line is more than one hop away the login will fail That is built into Windows and cannot be changed That is another reason we provide Stand alone i e DSR logins They always work C Atlantic Automation Ltd 2003 2005 All Rights Retained It is most important that the DSR database is backed up fully and frequently We Do Not Do This For You The database holds all the documents on the DSR system There are no files held in the Windows file system Backup is therefore a simple matter of ensuring that the database is fully protected We recommend but this is only a recommendation that the following are undertaken 1 A full backup of the database is undertaken each night after close of business 2 A complete DBCC cons
15. istency of the database check on the database either before or following the backup and any repairs are completed 3 Backups of the transaction log are taken through the day 1 2 hour intervals to ensure that no large body of work is lost should the DSR server go down 4 All backups should exist both on hard disk for speed and off site tape for safety Please ensure that the appropriate database administrator is aware of the new database and has put proper steps in place to ensure backup Remember to test the restore operation before valuable documents are stored Atlantic Automation Ltd 2003 2005 11 Rights Retained It is very important to plan the structure of the DSR system before you get too many documents inside it documents are handled For that reason we suggest a quick look at how In a conventional company the following might be a typical path of flow for a new document Post arrives into the mail room C Atlantic Automation Ltd 2003 2005 Copy and Filing Center Documents are shared Legal Department by walking around so called sneaker net Customer Service Accounting Information Systems Distribution All Rights Retained Now consider the same document with the Atlantic Automation DSR system in place Scanner and DSR Manager DSR Database Accounting Post arrives int
16. lking That is inefficient Worse documents get copied and confidential documents can leak Atlantic Automation Ltd 2003 2005 11 Rights Retained DSR Based 2227 a Post arrives into ae the mail room mh Accounting Sort the Mail Public Scanner Information Systems Confidential Int 1 for the Directors 1 rang Mail Room Secretary to b directors Pa j Private Scanner Distribution Customer Service Directors Legal Department In the DSR based system it is still necessary to sort documents into those to be scanned by the confidential secretary and those to be scanned by the public scanners There however the similarity ends Once the document is in the DSR system the access permissions for all documents are set to those who need to know Access by anyone else is simply not possible That means that users can view their own documents from any terminal in the company without any risk of their documents being accessed by anyone else The same applies to all other groups within the DSR It can readily be appreciated that this is a very different means of working But what happens to the original document That could be needed for legal ownership or other purpose obviously it must be filed somehow The answer is yes but in what is essentially one big file draw We suggest that each document is scanned and then a numbered label stuck to it Whe
17. ll work More importantly the DSR system will work for any company of any size from the smallest micro company right up to a massive multi national Having said that we obviously designed the set up process with a particular company structure in mind What we planned was DSR Database Created and maintained by one of the company database administrators DBAs The administrator would install the database on one of the company SQL Servers and would be responsible for managing accounts and groups within the database they are after all database functions For that reason the DBA should also have the DSR Accounts Manager installed on their workstation DSR Intranet This is just about completely self maintaining and should not require any day to day maintenance Normally the DSR Intranet would be installed by either the network administrator or the Intranet administrator DSR Documents One of the DSR groups is called DSR Admins This group cannot be removed using the DSR Account Manager and is the main administrative group for DSR documents When the details of a document need changing Title Keywords Headnotes or group access then it is members of this group who can make the change using the enhanced DSR administrators view into the Document Intranet Normal view for a user Extra page view for a DSR Admin Atlantic Automation OSR System Atlantic Automation DSR System Administration Pages Atlantic Automation L
18. n you need to find an original document use the DSR to identify the document and give you the number Then simply go through the numerical file of documents until the number is reached That will be the original We estimate based on our own company that filing times are reduced by 97 and original document lookup by 60 Normal i e the original is not needed document lookup times are reduced by around 82 C Atlantic Automation Ltd 2003 2005 All Rights Retained Suggested Workflow for a Document When a document enters the company we have found that the following workflow is highly efficient and we therefore commend it to you It is not the only method of working but it does save a great deal of time Open mail to receive document Assess document for access permissions Scan and save the document to the DSR system Affix a document label with either a barcode or simple human readable number optional File in the numerical order for the document label The document can also be shredded if the original does not have to be kept for legal reasons C Atlantic Automation Ltd 2003 2005 All Rights Retained It is most important to understand how we planned the DSR system Now that does not mean that this is the only way it will work Provided that the system implements all of the required components then it wi
19. ng Groups DSR Users Group Name to Add Cancel Enter the name of the new group in the field provided and then click on the Add button Provided that the new group was allowed by SQL Server then it will appear in the list of existing groups and the group to add field will clear C Atlantic Automation Ltd 2003 2005 All Rights Retained Moving Users In and Out of Groups Moving users into and out of groups is probably the major function for which the Accounts Manager will be used To select this function select Manage from the menu or the if icon from the toolbar On opening the window the Currently Selected Group will be empty and the NOT in this Group list box will contain a list of all users currently in the database To manage a particular group therefore select the group from the pull down The list boxes will then update as to who is and is not in this group Manage Users and Groups x Currently Selected Group DSR Users v Users in this Group Users NOT in this Group Add lt lt User4 Remove Remove Users only have access to documents for their group If a user needs access to several sets of documents then they should be members of several groups For security reasons it is not good plan to have too many users DSR Admins Done Remember new users are not placed in any group and must therefore be assigned Also users can belong to more than one group To
20. o the mail room Information Systems Legal Department Distribution Customer Service To share the document between the different groups of users all that is needed is to assign the document to the correct group then ensure that the users who need access to the document are members of that group Example A small distribution company has licenses for three scanners and receives the following documents this is a simple model Document Needed by Bank and accounts related documents Directors only Credit applications Credit control and accounts Tax related documents Directors and Senior accounts staff Health and Safety related documents Directors and Safety officer Public Health and Safety documents Everyone General letters and administrative Admin staff documents New product information Sales force Goods received notes Credit control accounts and warehouse Goods out notes Credit control accounts and warehouse C Atlantic Automation Ltd 2003 2005 All Rights Retained We would recommend that the following groups are present Group public DSR Admins Directors Health and Safety Credit control Tax and Official Administration Sales Warehouse With the following members System group Everyone is a member Document administrators for the DSR system Company directors Safety officer Directors Credit control staff Accounts staff Directors Company Extranet Senior accounts staff Admin Staff
21. oked Next and only if the Remove login checkbox is ticked the SQL Server login is deleted for that user Remove a User Login x User to Remove Remove login for this user as well as DSR access Cancel Remove To remove a use first use the combo box to select the user to be removed Next decide if this user is to be completely deleted After all it may be that the user has rights in another non DSR database on this SQL Server If in doubt consult with one of the other database administrators If you do want to remove the user then tick the checkbox Press the Remove button To confirm the following dialog will appear Please Confirm E x Are you sure that you want to remove user Margot Smith If you press Cancel then the message will disappear and the selection will be cleared The user will not however be removed If you click then the user will C Atlantic Automation Ltd 2003 2005 All Rights Retained be removed from the database and if the checkbox was ticked their SQL Server login will be also revoked If successfully removed the dialog will close Since DSR user own nothing if a user was removed by error they can easily be re created Nothing will be lost Removing an Administrative Group Removing an administrative group is a simple process to manage but can have widespread and unintended effects Remember documents belong to groups Hence i
22. permitted window Once a user is allowed in the DSR system the can be managed into groups in the normal way tow C Atlantic Automation Ltd 2003 2005 All Rights Retained The pane the right hand side shows the users available from the selected domain The pane on the left hand side shows the users who have been selected into the DSR system These users are not actually added in until the Add Selected button is pressed They are then equivalent to users added to the DSR in the normal way It is very important to remember that Windows users may find their login prevented by Windows itself When this happens a message to the effect that the __ is unable to login That means that there is more than one hop for that user and an integrated Windows login is not possible This is a feature of Microsoft Windows and the behaviour cannot be modified Creating a New Administrative Group To create a new administrative group select Add a New DSR Group from the New menu item or select the 2 icon from the toolbar On entry the group list will contain only one entry that for DSR Users Two other groups are created by the installation program DSR Admins containing document administrators and DSR Scanners for the scanner hardware Neither of these groups can be deleted using the Accounts Manager and should not normally be touched using the SQL Server Enterprise Manager Add New DSR Group x Existi
23. rkstations for use with the DSR system Finally the scanners and their DSR Manager scanning applications are installed At that stage the installation is ready to go All in all the complete installation should take no more than 30 minutes to complete walking time between servers not included We suggest the following order assuming one person is going to do the installing to minimise moving between servers i Go to the server room ii Install and build the database iii Install the Intranet site iv Install the net setup Client Network Install Return to your own desk vi Install the DSR Accounts Manager vii Locate the net setup If you installed this on a server called MyServer1 and your company domain is called OurDomain then you will find this under My Network Places gt Microsoft Windows NetworkOurDomain gt Myserver gt DSR_CLIENT vii Using the net setup install the DSR Client on your own workstation Atlantic Automation Ltd 2003 2005 11 Rights Retained You will need to ensure that you have all of the following in place before installing 1 Windows NT 4 0 with SP6 as a minimum operating system on all servers We recommend Windows 2000 Server or Windows Server 2003 Both are supported and performance is better Machines connected by a network LAN WAN or WiFi At least one server running Microsoft SQL Server 7 SP2 or SQL Server 2000 or higher This s
24. td 2003 2005 11 Rights Retained There should be a group of people there must be at least one designated to be DSR administrators and it is these people that are responsible for document administration within the system This group could of course include the database administrators but should really be workflow managers When we designed the system therefore we planned for the following installation Component Installed by On these machines DSR Database Database administrator Company SQL Server DSR Account Manager Database administrator Administrator s workstation DSR Intranet Network administrator Company Intranet Server DSR Network Client Network administrator public network Installer share DSR Intranet URL Anyone User workstations DSR Scanner 058 Network administrator Scanner server or Manager workstation This is definitely not the only way to do it All the parts can easily be managed by one person Having said that the method above will work always even for a very large company What is important is the order of installation The database must go in first and before use the DSR Account Manager That is needed to create the users and groups for the DSR system Next the Intranet files are installed on an Internet Information Server IIS That is the main access point for the DSR system The client net setup is next That installs the setup exe for preparing the user s own wo
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